1. GREAT START! WHAT EVERY SCHOOL COUNCIL TREASURER NEEDS TO KNOW Part 2
West Credit Secondary School November 16, 2017

2. MANAGING FUNDS RAISED BY SCHOOL COUNCIL
Collection of Funds:
Funds must be counted on the school premises in the presence of two or more individuals
Deposits to the bank should be made on a regular basis and can be made by school council members
A separate bank deposit book is maintained for school council, which is kept by the school office manager when not in use
Appropriate backup documentation must accompany all deposits

3. MANAGING FUNDS RAISED BY SCHOOL COUNCIL
Recording & Reporting Funds:
The school maintains accounting records for all school generated funds, including funds raised by school council
School council funds are recorded in separate school council categories in the school’s Quicken / School Cash accounting records
Transaction reports are produced for school council monthly or upon request. School councils are encouraged to review these financial reports at their meetings and to reflect these reports in their school council minutes
Part of the move to School Cash Online is to try to streamline the various clubs and categories at the schools as much as possible.  This has two benefits:
It allows for easier transitions when office staff change as the names and categories will be more recognizable/familiar, and
Eventually, it will allow for greater analysis at the Board level when there are requests for data from the various schools or to try to do a more detailed analysis
As such, the category names have purposely been left general to allow as many schools as possible to use them.  The only changes that are currently happening are if there is no category or additional categories are needed (e.g. there are two different Art clubs in a school and we only have one Art club category.  In this case, another Art category would be created).
I know that Snack Shack sounds much nicer than Lunch-Pantry but we are requesting at this time that schools maintain the general naming conventions that have been created.

4. MANAGING FUNDS RAISED BY SCHOOL COUNCIL
Disbursements of Funds:
A school council member must complete a School Council Cheque Requisition Form (SCCR Form) and submit it to the school’s office manager
The SCCR form must be accompanied by appropriate documentation (e.g. Invoice)
The SCCR form must be signed by the school council chair or treasurer and by the school principal
The original SCCR form and backup will be kept at the school to support payments

6. FINANCIAL REPORTING
An annual report prepared by the school council must be submitted to the principal and communications department at the HJA Brown Education Centre no later than September 30 of each year
Financial statements, if school council had any financial transactions, must be included with the annual report. These financial statements must agree to the Quicken/School Cash records at the school

7. FINANCIAL REPORTING Financial statements must include the following:
Opening balance
Revenues and expenditures
Closing balance
Use the school council transaction report from Quicken/School Cash to prepare the financial statements
For the 2017/2018 school year all schools will be transitioned to School Cash by the end of the year.

8. SAMPLE - SCHOOL COUNCIL TRANSACTION REPORT – SUMMARY

9. SAMPLE - SCHOOL COUNCIL TRANSACTION REPORT – SUMMARY

10. SAMPLE - SCHOOL COUNCIL TRANSACTION REPORT - DETAILED

11. SAMPLE - SCHOOL COUNCIL TRANSACTION REPORT - DETAILED

12. SAMPLE - SCHOOL COUNCIL FINANCIAL STATEMENT

13. SCHOOL COUNCIL RESPONSIBILITIES
Develops a plan of all school council fundraising activities at the beginning of the school year
Ensures the plan is approved by the principal and indicates the purpose of the fundraising as well as estimated income and expenses
Ensures that all funds collected are counted on school premises by a minimum of two individuals
Ensures that all bank deposits are supported by appropriate back-up documentation
e.g. count sheets, order forms, pledge forms

14. SCHOOL COUNCIL RESPONSIBILITIES
Signs the School Council Cheque Requisition Form (SCCR Form) to indicate that expenditures from school council funds are approved
Ensures that all approved SCCR Forms are accompanied by complete and appropriate documentation e.g. invoice, receipt
Agrees the transactions in the school council transaction report to school council deposits and SCCR Forms

15. SCHOOL COUNCIL RESPONSIBILITIES
Reviews monthly transaction report at school council meetings for approval in minutes
Prepares the year-end financial statement for the Annual Report
Includes school council transactions from Sept 1 – Aug 31
Information obtained from the school council transaction reports should be used to prepare the financial statement
Ensures that all financial reports and back-up are stored at the school
If School Council only meets four times a year, the transactions reports can be run and reviewed prior to these meetings rather than each month

16. SCHOOL RESPONSIBILITIES
Ensures school council funds are deposited to the bank
Issues cheques from the school council category when approved SCCR form is submitted
Maintains financial records of school council deposits & expenses in Quicken/School Cash
Prepares monthly bank reconciliations
Stores financial records for seven years

17. SCHOOL RESPONSIBILITIES
Provides school council with transaction reports from Quicken/School Cash
Ensures school council fundraising & purchasing is in accordance with PDSB policies & Ministry of Education guidelines
Submits financial information to the school board for reporting to the Ministry of Education
Responds to external and internal auditors

18. DONATIONS Cash Donations:
Donation receipts are issued for amounts over $25
School Council Charitable Donations Receipt Request Form is completed by School Council
Submit Form to Principal for approval and signature. The school will then the approved form to CBO and copy the Treasurer and Principal
In Person donations. That is, not online.

20. DONATIONS On-line Donations: NEW!
A donation button can be found on each school’s website
Tax receipts are issued automatically once the payment has been processed
Funds can be directed to either the Peel District School Board or a particular school
Note that donations to another charity, such as Terry Fox, cannot be accepted here. This is for donations to support the Peel District School Board only

21. SCHOOL CASH ONLINE
Movie night tickets – no longer need to count cash and cheques around a board room table!

22. School Cash Online Implementation
November 1, 2010
School Cash Online Implementation
Phased in approach
Implemented to date – 160 schools
Implementation complete for all schools by
We have majority of the secondary schools who have gone through the process and 160 schools in total that have gone live with School Cash.
Sunrise Seminar Series

23. SCHOOL CASH ONLINE

24. SCHOOL CASH ONLINE

25. USEFUL INFORMATION/LINKS
PDSB School Council Resources
School Councils, A Guide for Members 2001 (SCG section 13) ide.html
Ministry of Education, Fees and Fundraising Guidelines

26. QUESTIONS? Resources: School Principal
Central Board Office (905)
Pamela Ritchie, Acting School Finance Manager ext.2683

27. THANK YOU!